Privacy policy

Updated January 2026

Troon Art Club (“the Club”) takes your privacy seriously, in accordance with the UK general data protection legislation.  This privacy policy sets out how, why and for how long the Club will use your personal information and whom it may be shared with.

When you register as a member of the Club (which registration may be by completion of an online or hard copy form), or at any point during the Club year, the Club may ask you, as a member, for some or any of the following personal information:

  • Contact details (for example, your name, address, email address or phone number),

  • Approximate age (only to check eligibility for certain workshops, competitions, events and courses),

  • Bank payment details (being account number and sort code) (only to enable payments to be made directly to you, for example, as a result of an exhibition sale),

  • Your participation in respect of other art clubs, with regard to which the Club may have an affiliation,

  • Safety/emergency details (for example, emergency contact details) in respect of an art trip (location) or in respect of a demonstration or workshop (materials or equipment).

The purpose of collecting such personal information is to enable the Club to;

  • Keep proper membership records,

  • Communicate with members, for example, to provide members with news and updates about the activities of the Club, opportunities to get involved in demonstrations, workshops, 4 in 1 nights, general meetings, plein air events, trips and other Club events,

  • Provide you with member services, including confirmation of membership and membership card

  • Organise Club activities and to manage risk and safety at demonstrations, plein air days or on Club trips,

  • Raise awareness of the Club’s activities by capturing photos, videos, or live streaming at events, which the Club may use for awareness, education or advertising purposes,

  • Respond to and investigate your questions, comments, complaints or concerns.

The Club will keep the nature of any personal information being collected and held under review, to ensure that there is a sound reason for requiring the information to be retained.

 

Sharing of Personal Information:

The Club will not share your personal information with any third party, beyond what is required by law, or for the function of this website, except with your consent and as provided below:

The Club may use third parties to provide Club services, for example

  • Google Analytics (in respect of analysing the Club’s website traffic).  (Their privacy policy can be found here),

  • Squarespace (a management system, which notifies the Club when you submit information on an online form).  (Their privacy policy can be found here),

  • Gmail (in respect of the Club receiving any email from you).  (Their privacy policy can be found here),

  • Google Sheets (in respect of any information sourced from you by survey or questionnaire).  (Their privacy policy can be found here).

These third parties are legally obliged to protect such information and may process personal information (being only information strictly required for the specific purpose) on the Club’s behalf, under the Club’s instructions.  

The Club does not represent, warrant, endorse or hold responsibility for or over any external sites that may be linked to the Club’s website.  Any external site that you visit by clicking through a link on this site is outside the control of the Club and you visit entirely at your own risk.

 

Cookies:

Cookies are a small text file stored on a user’s computer to make website visits quicker, easier and more relevant.  By continuing to use the Club’s website, you agree to our use of cookies.

This website uses cookies to enhance user experience and to ensure proper running of the website.  This information is anonymous and as such does not identify you as an individual.  You can manage or disable cookies at any time, through your browser settings.  However, in turning off cookies, you may not benefit from features that use cookies.

 

Protection of personal information:

Your personal information is accessed by the Club only for the purposes set out in this policy.  It is stored by the Club in our password protected email system and membership database.

The Club will keep your personal information only for as long as necessary to provide you with membership services.  Your personal information will be deleted by the Club when you leave or when the annual programme concludes.

 

You are entitled, at any time, to view, amend or delete the personal information that the Club may hold about you by emailing your request to troonartclub.office@gmail.com.